Configure the 1095-C Consent Form

Configure Employee Forms 1095-C Electronic Consent

In accordance with federal laws regarding Forms 1095-C, employers must provide a Form 1095-C to each of their full-time employees on paper, unless employees provide consent electronically to receive the paperless version of the form.

Individual employees can designate whether they want Form 1095-C in a paper or electronic format using the Change Form 1095-C Consent page. To consent to receive the form electronically, system administrators must enable the business process and provide employees with Web access to the Form 1095-C page. The business process and Web access rights are delivered OFF by default.

Navigation:Menu > System Configuration > Workflow Administration > Business Processes

From the Business Processes page, find the business process Change Form 1095-C Consent.
Select Edit for the Settings option to enable and configure preferences and notifications for the business process.
Select Save.
(Optional) Select Edit for the Approvers option to enable and configure the steps for approving the business process.
Select Save.
From System Configuration, select Security, and then select Role Administration. The Role Administration page appears.
Find the roles that you want to give access for the Form 1095-C Consent feature.
Select the role description, and then select Web Access Rights.
Enable Web Access Rights for the Form 1095-C page for any of the following:
- Myself > Benefits > 1095-C > Change Form 1095-C Consent (View and Edit)
- My Team > My Employees > My Employees List > My Team > Benefits > 1095-C (View only)
- Employee Admin > My Employees > My Employees List > Employee Admin > Benefits > 1095-C (View only)
Select Save.

Note When the Auditing feature is enabled, changes made to critical employee data are automatically tracked, which means any changes employees made to Form 1095-C are tracked as well.

Change Form 1095-C Consent

Employees can elect to receive a paperless copy of Form 1095-C by selecting the option on the Change Form 1095-C Consent page.

Individual employees are required to make this election themselves. After providing their consent, employees access the form when it is available using a Web browser to view and print the form. No need to wait for the mail to arrive or their manager to deliver the form. As long as employees provide their consent, access to an electronic form via a Web browser is legal. For more information, refer to the Furnishing Forms 1095-C to Employees section of the IRS instructions for Forms 1094-C and 1095-C.

Navigation:Menu > Myself > Benefits > 1095-C

From the Things I Can Do section, select Change Form 1095-C Consent.
From the Form 1095-C Consent page, select the option to receive the form electronically.
Select Save.

In January, employers send a notification indicating when the electronic Form 1095-C for the reporting tax year is available for employees to view. Employees can print as many copies as needed to attach to their personal tax returns. If the form is lost, the employee can print another copy. There is no need for the employee to wait for a reprinted copy to arrive by mail.

If the electronic consent for Form W-2 is enabled and has not been completed, select Yes, go paperless for my W-2 to be redirected to the Form W-2 electronic consent page.

Configure Form 1095-C to Print for Terminated Employees

For terminated employees, use the terminated employee role, which provides former employees access to their Form 1095-C statements.

Administrators can also select the option on the Patient Protection and Affordable Care Act (PPACA) Reporting Settings page to print Forms 1095-C for terminated employees, regardless of whether employees opted for the paperless option.

Navigation:Menu > System Configuration > System Settings > PPACA Reporting Settings

Select Edit.
Select the Furnish paper copy of Form 1095-C to terminated employees box.
Select Save.

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